Simple Incoming Mail Only

A simple system, just for incoming mail (not
using mail trolleys)might just have these tracking
stages:

Deliver Item - Obtain name
and signature

Return to Mailroom Store - for items you
could not deliver. You can set up Locations
within a room and barcode them, so you can scan
to a particular location (e.g. "Mailroom - Top
Shelf").

This can work across multiple sites as each
mailroom is set up as a separate sender (entry
point) so you can see where incoming mail
originated from, as well as the addressee details
(who it is going to).

Of course, it can be configured for mail
trolleys, vehicles etc (the above is just an
illustration that it can be very simple).

The Sky is the Limit

Imagine that you wanted to track highly
confidential documents or data disks from a desk in
one site to a desk in another. Now, we might
configure the system with these tracking stages (it
only takes a few minutes):

Scan Onto Mail Trolley -
Scan the mail trolley barcode (or select from
drop down menu) - then scan the items on. The
system now knows they are on that particular
trolley.

Deliver with Mail Trolley -
The mobile computer knows what is on the
trolley, so it can help in a few ways:

Allows the user to see remaining
delivery points and items

As you scan the first item off, it can
look for other items for that delivery point
that are on the trolley. This can be
configured to work at "Person" level or
"Department" level.

When you scan the last item for that
delivery point, it tells you so you do not
have to look through all the items on your
trolley to check

Finally you obtain a single signature
(an optional name), which is used for the
delivery of all the items.

Scan Into Mailroom - For
both items that could not be delivered and
outgoing items. The stage will probably use
"Locations" within the mailroom, so you scan a
location barcode in the area you are leaving the
items.

Scan Onto Courier - Here
you would select the courier, so the system
knows which courier the item is on (until it is
scanned off the other end). The stage can be
configured to record other information
including:

Drivers Name

Signature

Courier Tracking Number (so you can
cross reference)

Price Paid

Weight

Service Used (e.g. "Next Day by 2pm"
etc)

Deliver By Hand - Sometimes
you may deliver an urgent item by hand to a
department rather than using a mail trolley.

Customer Collects - You may
need to cater for the situation where somebody
pops into the mailroom to collect their item.
Again you can scan the item, obtain a name and a
signature.

The above stages can be executed in any order, so
it might be:

At First
Site

At Second
Site

1) Collection - Scan
Into Mail Trolley

4) Scan Into Mailroom

2) Scan Into Mailroom

5) Scan Into Mail Trolley

3) Scan Onto Courier

6) Deliver with Mail Trolley

Inter Site Tracking

In many environments you may be handling mail,
documents and other items that simply cannot be
allowed to be lost. Here you will almost certainly
want to scan an item through every step of the items
journey, so you always know where it is, down to the
vehicle it is in, the mail trolley, the physical
location within a building etc.

The following diagram shows the level of tracking
DeliveryPoD allows you to go to if you need it:

Multi Site Tracking Reports

Manifest reports allow you to see all items in
the system, no matter which site they are on,
whether they are on couriers, in your vehicles, on
mail trolleys etc.

The manifest reports menu allows you to see what
is in each:

Building

Location within
building

Mail Trolley

Depot

Own Vehicle

Courier

Each Manifest Report shows what is in each
Vehicle, Trolley etc. Grouping, filtering etc all
work so you can organise the report as you want it.

Click to see full size image

If you click on the "Report" button
in the left column of an item, you can drill down to
the Tracking Report (see below):

Click to see Full Size Image

If you look in the "Extra Information" column of
the Tracking Report, you can see who did each stage,
the precise date and time, any vehicle, courier,
building, location, mail trolley and depot details.